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Table of Contents

1.0 INTRODUCTION 1

2.0 CONVOCATION CEREMONY 1

3.0 CONVOCATION PROGRAMME 1

4.0 CONVOCATION PROCEDURES

Phase 1: Before the Convocation Day (Confirmation of Attendance) 5

Phase 2: Before the Convocation Day (Collection of Regalia) 6

Phase 3: Convocation Day (Before the Ceremony Begins) 7

Phase 4: Convocation Day (Conferment of Degree) 8

Phase 5: After the Convocation Day 9

5.0 CONVOCATION DRESS CODE 10

6.0 COLLECTION AND RETURN OF REGALIA 11

7.0 CODE OF CONDUCT WHILE IN THE CONVOCATION HALL 13

8.0 THE MAJLIS KONVOKESYEN KE-8 CUCMS 14

9.0 ACCURATE SPELLING OF NAME AND NRIC NUMBER/ PASSPORT NUMBER OF GRADUANDS IN THE UNIVERSITY DEGREE SCROLL AND ACADEMIC TRANSCRIPT

14

10.0 CODE OF CONDUCT WHILE RECEIVING THE SCROLL 14

11.0 END OF CEREMONY 15

12.0 ACCOMMODATION 15

13.0 COLLECTION OF THE ORIGINAL SCROLL 15

14.0 ENTRANCE PASS FOR PARENTS AND VISITORS 16

15.0 CONTACT DETAILS 17

16.0 APPENDIX 1 18

1

1.0 INTRODUCTION

The guidebook contains the procedures and guidelines for graduands pertaining to

what they should prepare or do before; on; and after the convocation day. It also

presents relevant information on the Majlis Konvokesyen Ke-9 Cyberjaya University

College of Medical Sciences (CUCMS).

2.0 CONVOCATION CEREMONY

Majlis Konvokesyen Ke-9 CUCMS will be held on 15 and 16 December 2018

(Saturday and Sunday) at CUCMS Grand Hall. This ceremony consists of four (4)

sessions, i.e. Session 1 (Saturday Morning), Session 2 (Saturday Afternoon),

Session 3 (Sunday Morning) and Session 4 (Sunday Afternoon).

Event Details Registration Time Recipient / Graduand

Date: 15 December 2018

Day: Saturday

Venue: CUCMS Grand

Hall

Morning Session

7.00 am

(SESSION 1)

Chancellor’s Award,

President’s Award, Alumni

Award, All Postgraduate

Programmes & BPHARM

Afternoon Session

12.00 pm

(SESSION 2)

MBBS, BHMS, BOSH,

BPHYSIO & BPSY

Date: 16 December 2018

Day: Sunday

Venue: CUCMS Grand

Hall

Morning Session

7.00 am

(SESSION 3)

DPS, DPSY & DMA

Afternoon Session

12.00 pm

(SESSION 4)

DOSH

3.0 CONVOCATION PROGRAMME

ITINERARY FOR CUCMS 9TH CONVOCATION CEREMONY (SESSION 1; 15 DEC 2018)

8.00 AM - Guests take their seats

8.45 AM - Arrival of Honorary Guests

9.10 AM - Arrival of Yang Berbahagia Tan Sri Datuk Dr. R. Palan, CUCMS Pro Chancellor

9.15 AM - Arrival of His Excellency Tun Datuk Seri Utama Dr. Mohd Khalil bin Yaakob,

S.M.N. , P.S.M. , D.U.N.M. , S.J.M.K. , S.S.A.P. , S.I.M.P. , S.P.D.K. , D.S.A.P. ,

J.S.M. , S.M.P. , G.C.O.M. (GER.)

Yang di-Pertua Negeri Melaka

2

- Photography Session

9.35 AM - Procession of Graduands into the Hall

- Procession of Academics into the Hall

- The Grand Procession into the Hall

- The Main Procession into the Hall

• “Negaraku” is played

• “CUCMS Anthem” is performed

- Prayer Recital

- Announcement of Intention of Ceremony and Welcome Remarks

- Convocation Address and Opening of CUCMS 9th Convocation Ceremony (First Session)

- Conferment of Honorary Doctor of Philosophy (PhD)

- Conferment of Honorary Professor Award

- Conferment of Master’s Degree and Bachelor’s Degree

- Conferment of Awards

• Alumni Excellence Award

• President’s Award

• Chancellor’s Award

- Acceptance Speech by the Chancellor’s Award Recipient

- Adjournment of CUCMS 9th Convocation Ceremony (First Session)

• Negaraku” is played

12.00 PM - The Main Procession Exits the Hall

- Disperse / Session Adjourned


1.00 PM - Guests take their seats

1.45 PM - Arrival of Honorary Guests

2.00 PM - Arrival of Yang Berbahagia Tan Sri Datuk Dr. R. Palan, CUCMS Pro Chancellor

2.15 PM - Procession of Graduands into the Hall




3



- Prayer Recital


- Convocation Address and Opening of CUCMS 9th Convocation Ceremony (Second Session)

- Conferment of Bachelor’s Degree

- Adjournment of CUCMS 9th Convocation Ceremony (Second Session)





8.00 AM - Guests take their seats

9.00 AM - Arrival of Honorary Guests

9.20 AM - Arrival of Yang Berbahagia Tan Sri Datuk Dr. R. Palan, CUCMS Pro Chancellor

9.35 AM - Procession of Graduands into the Hall

Procession of Academics into the Hall





- Prayer Recital


- Convocation Address and Opening of CUCMS 9th Convocation Ceremony (Third Session)

- Conferment of Diploma

- Adjournment of CUCMS 9th Convocation Ceremony (Third Session)


10.45 AM - The Main Procession Exits the Hall


4


1.00 PM - Guests take their seats

1.45 PM - Arrival of Honorary Guests

2.00 PM - Arrival of Yang Berbahagia Tan Sri Datuk Dr. R. Palan, CUCMS Pro Chancellor

2.15 PM - Procession of Graduands into the Hall






- Prayer Recital


- Convocation Address and Opening of CUCMS 9th Convocation Ceremony (Fourth Session)

- Conferment of Diploma

- Closing of CUCMS 9th Convocation Ceremony



- End of Ceremony

5

4.0 CONVOCATION PROCEDURES

4.1 Phase 1: Before Convocation Day (Confirmation of Attendance)

Remit payment for the Convocation Fee

(Proof / Receipt of payment must be

presented when collecting the regalia)

Complete the Confirmation of Attendance Form

(CUCMS-CONVO-FRM-01)

Graduands receive invitation letter

Complete the Convocation Fee Form

(CUCMS-CONVO-FRM-02)

Convocation

Committee

submit

NOTE:

Kindly submit both forms and proof of payment to the CUCMS 9th Convocation

Committee via e-mail: [email protected] or whatsapp to +016 242 3842 before

or during the collection of regalia.

submit

mailto:[email protected]

6

4.2 Phase 2: Before Convocation Day (Collection of Regalia)

Submit:

• The Regalia Collection Form (CUCMS-CONVO-FRM-03) or Authorization to Collect Regalia Form (CUCMS-CONVO-FRM-04)

• Proof / Receipt of payment

• Convocation Checklist Note: Schedule for Regalia Collection

Date Time Venue

12 December 2018 (Wednesday)

10.00 a.m. – 1.00 p.m. 2.00 p.m. – 5.00 p.m.

Student Service Counter, Ground Floor, CUCMS

13 December 2018 (Thursday)

10.00 a.m. – 1.00 p.m. 2.00 p.m. – 5.00 p.m.

14 December 2018 (Friday)

10.00 a.m. – 1.00 p.m.

Available and

verified?

Yes

No Please fill up a new

Regalia Collection Form

(CUCMS-CONVO-FRM-

03) and resubmit.

• Collect the Regalia

• Submit the Alumni Database Form at the Alumni Counter

Attend the convocation rehearsal session at

following details:

Venue : CUCMS Grand Hall

Date : 14 December 2018 (Friday)

Time : 3.00 pm

* All graduands must gather at the Graduands

Assembly Hall, Level 2 at 2.30 pm.

7

4. 3 Phase 3: Convocation Day (Before the Ceremony Begins)

• Registration

• Collection of entrance pass and name card at:

Venue : Registration Counter,

Graduands Assembly Hall, Level 2

CUCMS Campus

Time : 7.00 am (morning session)

12.00 am (afternoon session)

Dressing according to the Convocation Dress Code

• Students give the entrance pass to parents

• Students get ready with name card for line up.

• Graduands’ line up at Graduand Assembly Hall, Level 2.

Procession into the hall

8

4. 4 Phase 4: Convocation Day (Conferment of Degree)

Walk toward the stage and pass the name card to the convocation staff

before going up the stage

Walk toward the Chancellor when graduand’s name is announced

Stop at the ‘X’ mark. Bow with respect. Accept the scroll with both hands.

Move one step backward and take a side-step to the left. Graduands are

to hold the scroll on their left hand and then proceed to walk back to your

seat.

Assemble at the designated location & follow the instructions of the

convocation staff

9

4.5 Phase 5: After the Convocation Day

Collection of Academic Scroll and Full Transcript:

Submit the Collection of Academic Scroll and Transcript Form

(CUCMS/CONV/16/05) or Authorisation to Collection of Academic

Scroll and Transcript Form (CUCMS/CONV/16/06)

*Kindly refer to the date and time as below

Convocation Photograph:

The convocation photograph will be sent to the student residential

address given in the Tracer Study Form

Returning of the Regalia:

Submit the Regalia Return Form (CUCMS-CONVO-FRM-05)

*Kindly refer to the date and time as below

NOTE: REGALIA RETURN AND SCROLL & TRANSCRIPT COLLECTION SCHEDULE

DATE

REGALIA RETURN SCROLL & TRANSCRIPT COLLECTION

TIME VENUE TIME VENUE

15 December 2018 (Saturday)

3.00pm – 5.00pm

Student Service Counter, Ground Floor, CUCMS

3.00pm – 5.00pm

Student Service Counter, Ground Floor,

CUCMS

16 December 2018 (Sunday)

10.00am – 5.00pm 10.00am –

5.00pm

17 December 2018 (Monday)

10.00am – 5.00pm 10.00am –

5.00pm

18 December 2018 (Tuesday)

10.00am – 5.00pm 10.00am –

5.00pm

19 December 2018

onwards

(working days only) CLOSED CLOSED

10.00am –

5.00pm

Student Service Counter, Ground Floor,

CUCMS

Note:

* Regalia must be returned to Student Affairs and Alumni Department within the above

scheduled time. Any late return will be charged RM30.00 per day.

** The Examination Unit counter will be closed on Saturday, Sunday and Public Holiday.

10

5.0 CONVOCATION DRESS CODE

All graduands must observe the following dress code:

5.1 Male Graduands:

a) Dark 'baju melayu' with 'songket sampin', or dark lounge suit with a matching tie.

b) Shirts should be light coloured with long sleeves.

c) Hair length should not touch the collar of the shirt.

5.2 Female Graduands:

a) National dress or formal dress.

b) Light coloured tudung (for those who wear tudung).

c) Light coloured attire with long sleeves.

d) Female students with long hair are recommended to tie up their hair lower down the neck to avoid difficulties in wearing the mortar board.

5.3 Graduands are not allowed to wear the following on stage:

a) 'Purdah'.

b) Turbans (except for Sikhs).

c) Skirts with slits.

d) Skirts with hemline above the knee.

5.4 Dress code for shoes is as follows:

▪ Graduands are advised to wear only black shoes.

▪ Graduands are strictly prohibited to wear:

a) Striking coloured shoes

b) High heels and slippery shoes

c) Sports shoes

d) Sandals and slippers

5.5 Tips on Wearing the Academic Regalia:

▪ The academic regalia must be worn smartly and in a proper manner.

▪ The hood must cover both shoulders.

▪ The mortar board must be worn in such a position with the tassel hung on the left side.

11

5.6 Rental of clothing

The university is providing clothes rental service to those who do not adhere

to the established dress code with the reasonable rental rate.

ITEM RENTAL

PRICE (RM)

DEPOSIT

(RM)

TOTAL PRICE

(RM)

Blouse 35.00 20.00 55.00

Shirt 35.00 20.00 55.00

Skirt 35.00 20.00 55.00

Men's trousers 35.00 20.00 55.00

Men's shoes 35.00 20.00 55.00

Women's shoes 35.00 20.00 55.00

Socks - - 12.00

*All deposits are refundable upon returning of items in good condition.

5.7 Reminder:

Graduands who do not comply with the academic regalia requirements

will NOT BE ALLOWED to enter the convocation hall.

6.0 COLLECTION AND RETURN OF REGALIA

6.1 Collection of Regalia

Graduands are encouraged to collect the Regalia themselves at the Regalia

Counter. Please submit the following:

▪ Regalia Collection Form ▪ The confirmation slips for the online Tracer Study ▪ Original copy of the bank-in slip.

The schedule for collection is as follows:

Note:

The online Tracer Study must be completed by logging in to

http://graduan.mohe.gov.my/v and the online confirmation slip must be

submitted by all graduands at the point of collecting the regalia.

6.2 If a representative (immediate family member only) is collecting the regalia

on behalf of graduand, please complete the Authorization to Collect

Regalia Form. The above-mentioned form must be submitted by the

representative along with confirmation slip for the online tracer study, a copy

of the representative’s Identification Card / Passport and a copy of the

graduand's Identification Card / Matric Card during collection.

6.3 Please ensure that the following items are obtained from the convocation

officer at the collection counter.

http://graduan.mohe.gov.my/v/

12

a) Mortar board b) Hood c) Robe

6.4 Rehearsal Session

All graduands are required to be present for the rehearsal session as below:

Venue : CUCMS Grand Hall, Cyberjaya Date : 14 December 2018 Time : 3.00 pm

* Please gather at the venue for the rehearsal session at 2.30 pm.

6.5 Convocation Fee

6.5.1 All graduands will be charged a convocation fee as detailed below.

This sum will cover the rental of the regalia and photography services.

Programme Total (RM)

Master/PhD 500.00

Degree 500.00

Diploma 500.00

6.5.2 Payment must be made to:

CUCMS Education Sdn. Bhd. MAYBANK Account No.: 5124 4620 4155

Note: Please submit the original copy of the bank-in slip when

collecting the regalia. Regalia will not be given if graduands fail to

surrender the original bank-in slip.

6.6 Graduands are reminded to wear the complete regalia on the convocation

day.

6.7 Returning of Regalia

Graduands must submit the Regalia Return Form that has to be stamped

by the officer in charge in order for the graduands to obtain the degree scroll

and transcript from the Academic Affairs Department. The schedule for

return of regalia are as follows:

6.7.1 A fine will be imposed on the graduands for late return, damaged or

loss of regalia as stated below:

13

No Item Rate

1. Late return of the Academic

Regalia RM 30.00 per day

2. Lost/ Damage of Robe RM300.00

3. Lost/Damage of Mortar Board RM70.00

4. Lost/Damage of Hood RM40.00

5. Lost/Damage of 1 set of the

Academic Regalia RM350.00

* Charges will be imposed for late returning of regalia. The last date to return

the regalia is on 18 December 2018.

7.0 CODE OF CONDUCT WHILE IN THE CONVOCATION HALL

7.1 In the convocation hall, everybody needs to maintain proper decorum. This

is a solemn event to honour graduands' accomplishments and therefore we

expect all participants to conduct themselves in a manner befitting the

occasion.

7.2 Academic regalia must be worn throughout the ceremony.

7.3 Please be reminded that graduands should not leave the hall during the

ceremony.

7.4 All graduands and guests are asked to stand during the entry and exit of the

grand procession.

7.5 Please ensure that all hand phones are in silent mode within the premises of

the Convocation Hall.

7.6 Please be informed that no cameras and video cameras are allowed in

Convocation Hall.

7.7 Graduands and guest are not permitted to take any photo or video during the

ceremony.

7.8 Drinking, eating and smoking are strictly prohibited in Convocation Hall.

7.9 To preserve the dignity of the ceremony and the safety of those in

attendance, invited guests are not permitted to be on the stage before or

during the ceremony.

7.10 Graduands should be respectful to other members of the graduating class.

14

8.0 THE MAJLIS KONVOKESYEN KE-9 CUCMS

The graduation ceremony consists of the following components:

i. Arrival of Guests

ii. Graduand Procession

iii. Academic Procession

iv. Main Procession

v. Chancellor Procession

vi. Opening of the Convocation

vii. Conferment of Degrees

viii. Closing of the Convocation

ix. Procession Leaves the Hall

x. End

8.1 Conferment of Degrees

Before degrees are conferred during the ceremony, graduands are asked to line up

along the right side of the wall of convocation hall and proceed to the stairs onto the

stage when asked to do so. When graduand’s name is called, cross the stage to the

Chancellor who is seated at the centre, bow and accept the scroll. After receiving

the scroll, walk across the stage and proceed down the stairway and get back to the

allocated seat quietly.

9.0 ACCURATE SPELLING OF NAME AND NRIC NUMBER / PASSPORT

NUMBER OF GRADUANDS IN THE UNIVERSITY DEGREE SCROLL AND

ACADEMIC TRANSCRIPT

Graduands must ensure that the spelling of his / her name and the NRIC / Passport

number are correct. Please refer to any recent documents issued by the University

to verify the accuracy of the spelling of graduands name and NRIC / Passport

number. Any discrepancies should be notified immediately to the Admission &

Records Unit, CUCMS.

10.0 CODE OF CONDUCT WHILE RECEIVING THE SCROLL

The code of conduct while receiving the scroll will be discussed in detail during the

rehearsal day.

15

11.0 END OF CEREMONY

At the end of the ceremony, graduands should leave the convocation hall after the

announcement of it.

12.0 ACCOMMODATION

Please refer to Appendix 1 for the accommodation details.

13.0 COLLECTION OF THE SCROLL AND ACADEMIC TRANSCRIPT

13.1 Graduands who have cleared all outstanding with CUCMS may collect their

scrolls and academic transcripts as per schedule below:

DATE SCROLL & TRANSCRIPT COLLECTION

TIME VENUE

15 December 2018 (Saturday) 3.00pm – 5.00pm Student Service

Counter, Ground

Floor, CUCMS

16 December 2018 (Sunday) 10.00am – 5.00pm

17 December 2018 (Monday) 10.00am – 5.00pm

18 December 2018 (Tuesday) 10.00am – 5.00pm

19 December 2018 onwards

(working days only) 10.00am – 5.00pm

Student Service

Counter, Ground

Floor, CUCMS

Note:

* Regalia must be returned to Student Affairs and Alumni Department within the

above scheduled time. Any late return will be charged RM30.00 per day.

** The Examination Unit counter will be closed on Saturday, Sunday and Public

Holiday.

16

13.2 Graduands are requested to return the Collection of Scroll and Academic

Transcript Form together with the Convocation Checklist for transcript

and scroll collection. Students must make sure that they have completed all

the processes outlined in the checklist as failing to complete any of them or

clear the outstanding fees will hold the collection of scroll and academic

transcript.

13.3 Graduands who wish to send representatives (Immediate Family Members

only) to collect the scroll on their behalf are required to fill in the

Authorisation to Collect Scroll and Academic Transcript Form and

submit it with a copy of the identification card / passport of the representative

and copy of graduand’s identification card/passport as proof of

authorization. These must be given to the officer in-charge together with the

Convocation Checklist at the counter. Representatives must make sure

that they have completed all the processes outlined in the checklist as failing

to complete any of them or clear the outstanding fees will hold the collection

of scroll and academic transcript.

13.4 Graduands who are not able to collect the scroll within the stipulated period

must write a notification / request letter to the Registrar office.

14.0 ENTRANCE FOR PARENTS AND GUESTS

To share the success, CUCMS will be inviting the graduand’s parents/family

members to be present at the ceremony.

14.1 Graduand for each session will be given two (2) entrance passes. No

replacement cards will be given if the card is lost on the convocation day.

The Entrance Pass can be collected at the registration counter on the

convocation day.

14.2 Guests are required to bring and present the invitation card before entering

the convocation hall.

14.3 Children below 12 years old are strictly not allowed to enter the

convocation hall.

14.4 Graduands and guests are not permitted to take photographs and video whilst

in the convocation hall.

14.5 Graduand and guests who need wheelchairs shall notify in advance to the

Graduand Committee.

17

15.0 CONTACT DETAILS

For further enquiries, please contact the relevant committee / department as

follows:

Reference Contact Details

Graduand Committee

(Invitation, confirmation of attendance, convocation payment, entrance pass, OKU parking pass, request for wheelchair)

• Faculty of Medicine: Mdm. Nurul Atiah Mohd Tahir (03-8313 7116) / Mdm. Yuliana Mohd Taha (03-8313 7162)

• Faculty of Pharmacy: Mdm. Norhidayat Mohd Ajis (03-8313 7000 ext 7254)

• Faculty of Allied Health Sciences: Mdm. Munira Ishak @ Mohamad (03-8313 7000 ext 7307) / Mdm. Syazwani Saharuddin (03-8313 7122)

• Faculty of Safety & Health: Mr. Muhammad Firdaus Abdul Rahman (03-8313 7005)

• Faculty of Traditional & Complementary Medicine: Mdm. Siti Zaleha Hamid (03-8313 7059)

• For postgraduate programmes: Mr. Aiman Basir (03-8313 7175)

E-mail to [email protected]

Robe Committee

(Collection and return of regalia)

03-8313 7000 (direct to Student Affairs & Alumni Department) E-mail to [email protected]

Admission and Records Unit

(Online Tracer Study)

Mr. Ainuddin Satari (03-8313 7037) Ms. Nurul Nadwa Wan Mohd Zin (03-8313 7153)

Examination Unit

(Collection of academic scroll and full transcript)

Ms. Ili Wadhihah (03-8313 7320) Mdm. Husna Mansor (03-8313 7309)

Email to [email protected]

Finance Department

(Outstanding fee or any other finance matters)

• For undergraduate programmes: Mdm. Azura Zakaria (03-8313 7111)

• For postgraduate programmes: Mdm. Eldrina Paimin (019 919 8007)

October 2018 Registrar’s Office Cyberjaya University College of Medical Sciences




18

APPENDIX 1

List of Hotels:

1. Tune Hotel Cyberjaya (03-8320 9920) DPulze Shopping Centre, Lingkaran Cyber Point Timur, Cyber 12, 63000 Cyberjaya.

2. Dash Box Hotel (03-8322 7171)

Persiaran APEC, Cyber 8, 63000 Cyberjaya.

3. Le Méridien Putrajaya (03-8689 6888) Lebuh IRC IOI Resort City, 62502 Putrajaya.

4. Pullman Putrajaya Lakeside (03-8890 0000) No.2, Jalan P5/5, Presint 5, 62200 Putrajaya.

5. Pulse Grande Hotel (Putrajaya Shangri-La) (03-8887 8888)

Taman Putra Perdana Presint 1, 62000 Putrajaya.

6. Dorsett Putrajaya (03-8892 8388) Lot 3,3C5, Jalan Tun Abdul Razak, Presint 3, 62000 Putrajaya.

7. Palm Garden Hotel (03-8943 2233)

IOI Resort City, 62502 Putrajaya.

8. Zenith Putrajaya (03-8893 9993) No. 1, Jalan P2/A, 62100 Putrajaya.

9. The Everly Putrajaya (03-8892 2929)

No. 1, Jalan Alamanda 2, Presint 1, 62000 Putrajaya.

10. Putrajaya Marriot Hotel (03-8949 8888) IOI Resort City, Sepang Utara, 62502 Malaysia

11. Cyberview Resort & Spa (03-8312 7000) The Lodge, Persiaran Multimedia, Cyber 7, 63000 Cyberjaya.

12. Citadines DPulze Cyberjaya (03-8689 9888) 12, Lingkaran Cyber Point Timur, Cyber 6, 63000 Cyberjaya.

13. Tan'Yaa Hotel Cyberjaya (03-8688 8888) Block 3520, Jalan Teknokrat 6, Cyber 5, 63000 Cyberjaya.

14. Shaftsbury Serviced Residences (03-8686 0088) A-G-01, Shaftsbury Residences, Jalan Impact, Cyber 6, 63000 Cyberjaya.

15. Hotel Hilal (03-8322 8455) 4806-0-13, CBD 2, Persiaran Flora, Cyberjaya.

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